Administrative AssociateCounty Administrators Office CAO

The Position:

Under minimal supervision Administrative Associate CAO incumbents function in lead secretarial capacities and perform the most complex and time sensitive assignments secretarial and administrative duties in support of various units of the County Administrators Office. These positions often engage in higher level contact with principal County officials community members the public regarding official Board meetings and related Board actions more complex agenda items legislative issues and assessment appeals. Positions often involve exposure to confidential information unique to the Board of Supervisors Board Committees Assessment Appeal Board or County Administrators Office including fiscal political and personnel matters having Countywide impact. Additionally incumbents are expected to exercise initiative discretion and good judgment in the analysis and resolution of issues that require technical or specialized knowledge of County organization policy and procedures. Incumbents may function as leads and may be assigned supervisory responsibilities over lowerlevel positions.

Key Responsibilities: (vary based upon assignment)

NOTE: The following are duties performed by employees in this classification. However employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

• Prepare correspondence documents agendas and minutes of meetings (i.e. Board meetings Board Committees Assessment Appeals Board and special ad hoc committees) with an eye for grammar and composition.
• Provide secretarial support to CAO units assigned direct responsibility of various programs of the County Administrators Office.
• Maintain databases for the various units of the County Administrators Office.
• Provide logistic support and monitor progress of projects programs or events specific to units of the County Administrators Office.
• Analyze processes and procedures and recommend operational changes/enhancements and assist in implementation of new procedures.
• Attend and clerk special committee meetings and take notes; edit drafts for composition and grammatical structure.
• Handle confidential information which has not yet been made public; record actions to be taken on sensitive matters based on a thorough knowledge of the departmental or county policies; take responsibility for releasing information to authorized parties.
• Compile a variety of narrative and statistical reports locating sources of information devising forms to secure data and determining proper format for finished reports; may maintain cost records prepare departmental budgets and assist in maintaining financial controls throughout the year.
• Provide scheduling and administrative support for management and leadership.

Ideal Candidate:

Administrative Associates are integral team members their support and assistance are key to keeping our operations productive. Administrative Associates must be proactive flexible and have to ability to adapt to a fast paced environment with evolving responsibilities and assignments while still meeting deadlines. Administrative Associates perform progressively responsible administrative support functions in a highly confidential political and dynamic environment which require strong written and oral communication skills. Successful candidates will have the ability to resolve operational and administrative issues synthesize and interpret data from a variety of sources and to provide high quality reports while exercising judgement.

The ideal candidate is someone who is energetic detailoriented selfmotivated has a can do attitude with the ability to manage multiple priorities understands the services and dynamic nature of the County Administrators Office dedicated to exceptional customer service to both the public and internal stakeholders. Possession of strong business judgment and excellent communication skills is required to interact with a variety of people and to perform complex job functions. An Administrative Associate must be able to utilize their skills to identify opportunities to strategically support the goals vision and mission of the department.

The ideal candidate will also possess the following critical attributes:

• Ability to identify and understand complex problems and concepts. Apply logical thinking and quantitative methods of gathering and analyzing information.
• Make decisions and exercise good judgment based on available data design solutions to problems. Formulate and articulate action plans proactively and collaboratively.
• A great communicator and listener quick and clear thinking calm under pressure.
• The ability to continue to be effective proactive and innovative while dealing with changing priorities and deadlines.
• Highly focused organized and responsible juggling a variety of projects reprioritizing projects and ensuring they are completed in a timely fashion.
• Politically sensitive to the dynamics of the organization and the competing needs of internal and external stakeholders.
• A team player who is able to jump in and assist colleagues.

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the Examples of Duties section of this specification.

Knowledge of:

Modern office practices and procedures including business correspondence filing and standard office equipment operations.
Specialized program knowledge of work requiring the application of a variety of rules procedures codes calculations and systems is required in some positions.
Techniques and practices for dealing with individuals from various socioeconomic and ethnic groups in person via telephone and through correspondence (may include contacts with irate and hostile individuals).
Data processing applications and systems and the principles of modern office management.
Proficiency in Microsoft Office systems.
Standard office administrative and secretarial practices and procedures including business correspondence correct English usage grammar spelling vocabulary and punctuation.
Records management principles and practices and research methods and techniques.
Business mathematics and financial record keeping and report production.
Customer Service practices principles and techniques for dealing with the public in person and over the telephone regarding sensitive and/or political issues.

Ability to:

Learn the legal requirements governing the processing of documents related to Board actions.
Maintain and secure confidential highly sensitive records.
Analyze and problem solve.
Interpret apply and explain policies procedures and regulations prepare a variety of correspondence reports and other written materials.
Retain and recall information to respond to inquiries and to efficiently search files and retrieve data as required.
Organize and prioritize own workload and adjusting to changes in workload and assignments to meet critical deadlines under pressure.
Effectively communicate effectively both verbally and in writing.
Comprehend information requests and respond courteously efficiently and accurately.
Make sound decisions.
Demonstrate interpersonal sensitivity.
Adapt to challenging situations.
Plan organize and coordinate work.
Take initiative and work independently.
Be flexible and adjust to changing priorities.
Be an effective team member.
Establish and maintain effective working relationships with those encountered during performance of duties.
Word process and type 40 wpm.
Plan own work complete multiple concurrent projects and meet critical time deadlines.